New Hire Workflow (Work in Progress)
Initial Template for New Hire Workflow. This will be used to create by-role workflows for the roles below to reference for their part in the process. Some roles will share the same workflow. Differences will be primarily brand/store specific. List of Roles provided by HR viewable here: Standardized Roles
At STORE NAME HERE, this workflow outlines the steps necessary for creating a new employee to fill the JOB TITLE HERE position.
Overview of Responsibilities (Work in Progress)
Human Resources:
- ADP User Creation
- Receives New Hire Request
- Setting up Benefits
- Take a picture of New Employee
- Process to store picture in the same spot each time
- Verify ADP can update profile picture in-app or on website
Hiring Manager/Direct Report
- Germain Portal - New Hire Request Submission
- Allow for minimum of 48hrs from New Hire Request submission via Germain Portal to user creation. If submitted on a Friday afternoon, assume Monday/Tuesday. Please plan start dates accordingly
- Accuracy is required when filling out equipment needs so it can be assigned to the new hire where applicable.
- Provide relevant vendors with necessary information to create employee in the system.
- Show New Hire the Onboarding/Knowledge Hub items with Germain Portal
- New hire survey
- Company Email Signature
- Device Enrollment steps (if applicable)
IT Helpdesk:
- IT - How-to: New Hire Setup
- Microsoft 365 New User/Email Creation:
- OH & MI Locations – handled by Germain IT
- FL Locations – handled by Arkham Technologies w/ Germain IT for overflow
- Microsoft Office 365 - New User Creation
- Microsoft 365 License Assignments
- Assign Manager for company hierarchy
- Upload photo from New Hire Survey to employee profile picture
- Mitel Phone Extension Assignment/Creation (if applicable)
- Workstation Setup (if applicable): including form signed by employee acknowledging responsibility for the provided workstation, tablet, etc.
- Assign workstation/iPad/device in Endpoint Manager to New Hire account
- Verify with General Manager if new equipment is requested. New equipment involves a purchase.
- Notification to General Manager, Direct Report, Payroll Specialist, and Office Manager once new user is created.
- HR and Office Contacts by Company
- Provide Email credentials, extension, direct dial phone number, PC/Tablet information – Follow New Hire Worksheet in ticket
General Manager:
- Provide relevant vendors with necessary information to create employee in the system
- Approve/Deny equipment requests if purchases are needed
Office Manager:
- Create CDK Login
- Provide relevant vendors with necessary information to create employee in the system.